Shared Mailbox: Access

With the move to Exchange Online, shared mailboxes are no longer accessible with passwords, permissions are granted through the IT Service Desk. The owner of a shared mailbox can request to add you to a shared mailbox. This change is part of Exchange Online’s enhanced security.

You can access your shared mailboxes as long as you have permissions in the following ways:

• in an Outlook application on UFV Computer
• with Outlook web portal
• in an Outlook application on the phone

Outlook Application on UFV Computer

Once you log into your UFV computer and open Outlook, you can sign in to your UFV employee email. Once you sign in, it will automatically show all the shared mailboxes you have permissions to. If it doesn't show up automatically even though you have permission to it, please follow the steps here to add a shared account manually to Outlook.

Outlook WebPortal

To access your shared mailboxes (as long as you have permission) with the Outlook web portal, you can access it using two methods:

• Method 1 - Add Shared Mailbox to the Primary UFV Employee Inbox in Outlook Web
• Method 2 - Open Shared Mailbox in the Outlook Web in a Separate Browser Window

Method 1 - Add Shared Mailbox to the Primary UFV Employee Inbox in Outlook Web

You can use this method if you want to:

• Add your UFV shared mailbox once to the Outlook web portal and access it every time on the web portal when you log into your primary UFV employee inbox. This will not require you to open the shared mailbox every time in a separate window (as shown in method 2).
• This will look similar to how you see your shared mailboxes in the Outlook desktop application.

Follow the steps listed below to add a shared mailbox using this method:

1. Log into Exchange Online Webmail with your UFV employee email account.
2. Right-click the 'Folders' heading.
3. Click on 'Add Shared Folder' as shown in the screenshot below:
   
4. In the window that pops up, type the shared mailbox name you want to add, select it, and click 'Add'. This will add your shared mailbox below your primary  UFV employee inbox if you have permissions to this shared mailbox.
   
   
   

Method 2 - Open Shared Mailbox in Outlook Web in a Separate Browser Window

You can use this method of opening a shared mailbox:

• If you want to open a shared mailbox in a separate browser window then in your primary UFV employee email mailbox.
• or f you do not want to add a shared mailbox to the primary outlook web portal for all-time access rather open this mailbox occasionally.

Steps to open a shared mailbox in Outlook Web is listed below:

1. Log into Exchange Online Webmail with your UFV employee email account.
2. At the top right of the screen, click on your initials.
3. Select “Open another mailbox”.

4. In the window that pops up, type the shared mailbox name you want to open, select it, and click 'Open'. This will open your shared mailbox in a separate browser window if you have permissions to this shared mailbox.
   

Outlook Application on Mobile Device

You can add a shared mailbox to your Outlook application on mobile devices. Please follow the steps listed to add a shared mailbox to Outlook on a mobile device.

1. Click on the 'Add Mail' icon as shown below under your account name initials.
2. Click on 'Add Shared Mailbox'. 
3. Enter the shared mailbox email address you want to access. Click on 'Add Shared Mailbox'. If you have permissions to the mailbox, it will be listed under accounts in the Outlook app.